Administrative Manager DoM Women's Health

Administrative Manager DoM Women's Health-(3304751)

Description

GENERAL SUMMARY/OVERVIEW STATEMENT

The Brigham and Women’s Hospital (BWH) Department of Medicine (DOM) is a Harvard Medical School (HMS)- affiliated academic department comprised of 22 divisions, > 1,400 faculty, ~$250 million in annual professional clinical revenue, > 350 residents and fellows, and ~$445 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.

The Division of Women’s Health (DWH) develops and promotes novel initiatives in clinical care, research and education that advance women’s health and the understandings of sex- and gender-informed differences in health and disease. Through creating and supporting interdisciplinary collaborations, the division works with department chairs and faculty in other Brigham and Women’s Hospital centers of excellence to advance the institution’s mission and priorities in ways that reflect the “matrixed” nature of women’s health. The division also provides oversight to the Gretchen S. and Edward A. Fish Center for Women’s Health (Fish Center), a multidisciplinary clinical care site where faculty from 16 different specialties provide gender informed specialty care.

The DWH Administrative Manager is an administrative leader who oversees the day-to-day operations, logistics of DWH’s faculty & staff affairs, and Medical Education initiatives. In the area of faculty & staff affairs, this consists of faculty services and faculty & staff development needs. The Administrative Manager also serves as DWH’s primary administrative liaison to BWH Human Resources, Faculty Services Offices, as well as (as appropriate) Harvard Medical School (HMS) Office of Faculty Affairs, BWH Provider Services, and the Mass General Brigham Office for Global Professionals and Scholars (GPS). The Administrative Manager may also be asked to manage other administrative areas of DWH, either from time-to-time, or permanently.

The Administrative Manager reports to and provides essential counsel to the Division of Women’s Health’s Administrator. He/she will also work closely with the Division Chief.

PRINCIPAL DUTIES AND RESPONSIBILITES

1.Leadership
Works with divisional leadership to establish and achieve long range goals and ensures the implementation of strategic business plans that are aligned with the vision, strategic plans, and goals of the DWH, DOM, and the hospital.
Facilitates cohesive and collaborative relationships among the faculty and staff within DWH, DOM, the hospital, and across the Mass General Brigham (MGB) Enterprise.
Develops effective, clear, and precise methods of communicating HR and faculty issues with departmental/divisional leaders, faculty, and staff on a regular basis.
Continuously assesses and improves the efficiency of systems and processes within each area of purview.
Develops and launches new strategic initiatives and serves as the administrative project leader for assigned divisional faculty and staff support initiatives. Job responsibilities include staff management, certain delegated budgetary responsibilities, and tracking metrics over time to help ensure the success of planned project outcomes.
Maintains an in-depth knowledge of the changing academic health care environment.
Monitors and evaluates the adequacy of the existing educational and faculty services and ensures the development of programs and services to respond to needs. Develops, supports, and manages programmatic initiatives for education/faculty support improvement.
Prioritizes educational opportunities and expansion of staff responsibilities as appropriate.
Manages safety, regulatory, emergency preparedness issues for the division

2.Faculty Affairs
Faculty Services
Manages day-to-day operational aspects of faculty service’s needs and serves as the key point of contact for administrative issues pertaining to DWH faculty services.
Assists with the establishment of policies and procedures for DWH and ensures compliance with all HMS requirements for term appointments and promotions.
Oversees the creation and processing of all items required for faculty on-boarding, including: securing initial DOM approvals; preparing credentialing packets; processing visas; and submission of HMS appointment materials.
Oversees the creation and processing of all items required for faculty off-boarding.
Advise Chief, Adminstrator, and other faculty members on issues regarding individual faculty services items.
Assists Administrator and Search Committee on physician and advanced practice practitioners recruiting activities
Conducts orientation and performs “on-boarding” functions for new providers
Assists Administrator in managing BWPO/DOM Quality projects and requirements - develop measures, measure, gather data, and submit to DOM/BWPO.

Faculty Development
In collaboration with the Chief, Clinical Director(s), and Administrator, supports the administration and continual development of the DOM’s annual faculty self-evaluation process.
Maintains communication on the status of faculty members who are in the process of academic promotion at HMS.
Supports any DWH needs arising from the DOM’s Harvard Medical School Clinical Department Review Program, which occurs every ~8 years.
Assists in the development of innovative faculty development and wellbeing initiatives.

Visa and Sponsored Staff
Responsible for overseeing the onboarding of all unpaid personnel – research trainees, student interns, observers, etc.
Ensures proper work authorization for all foreign nationals (i.e. Student VISAs, J-1 and H-1B visas, Green Card support documentation)
Acts as a liaison between division staff, sponsored staff and GPS.
Responsible for completion and institutional compliance of all visa applications, extensions, and funding changes.

3.Human Resources
Recruits, retains, develops, and provides managerial and administrative oversight of all administrative staff within the DWH.
Creates a working environment that supports the ongoing professional growth and development of all staff, high morale, and optimal job satisfaction.
Serves as the primary resource for all administrative issues concerning human resources policy issues for staff in the operational areas of responsibility.
Facilitates resolution of conflicts and issues that emerge between key stakeholder groups.
Provides leadership in the implementation of regular staff meetings, in-service training, and continuing education activities for all areas of responsibility.
Develops, implements, and monitors compliance with policies and procedures mandated by institutional and regulatory entities (e.g., ACGME, The Joint Commission, Department of Public Health, etc.).
Collaborates with Human Resources to ensure employment relationships, personnel compensation, and benefits are implemented in a manner consistent with hospital policies and procedures.

4.Medical Education Initiatives
Works closely with faculty leadership to plan and coordinate Women’s Health educational initiatives, including but not limited to: Annual HMS CME, HMS Women’s Health Ambulatory Elective, Monthly Fish Center CME, Internal Medicine Resident Outpatient Electives, Karsh Visiting Professorship and Grand Rounds, Women’s Health Policy and Advocacy Seminar Series, and any other Women’s Health educational initiatives.
Responsible for navigating/working closely with institutional continuing education offices to ensure compliance and accreditation of course offerings.
Collaborating with Women’s Health stakeholders to continually iterate, improve upon or design new offerings to advance knowledge of women’s health within the MGB enterprise and beyond.

5.Other
Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
Leads or participates in relevant special projects and serves on departmental and hospital committees, as requested by the Administrator.
Consistently meets all deadlines for deliverables or activities as established by the Chief, Administrator, and hospital policies and standards.
Assumes responsibility for complex special projects as assigned (department-specific, hospital-wide, and system-wide projects)
Performs other duties as assigned and/or required.

Qualifications

QUALIFICATIONS

Bachelor’s degree required.
Minimum of three years administrative and supervisory experience in an academic setting. Demonstrates an ability to handle the overall management of a complex operation and to meet deadlines.
Faculty & staff affairs experience required, preferably in a medical center environment.
Project management experience preferred.

SKILLS AND ABILITIES

Outstanding organizational skills are necessary to manage many competing timetables and responsibilities. The ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long- term objectives is essential. The responsibilities of this position require detailed, concentrated effort and constant re-establishment of priorities as well as complex and sensitive decision-making.

Outstanding interpersonal skills and a high degree of social facility in obtaining cooperation and support from a broad range of people are required.

Excellent verbal and written communication skills are necessary to communicate effectively with a large and diverse constituency.

Refined and formal project management skills, including strategy development, action planning, execution, and development of monitoring tools, are required.

The ability to work independently and accurately and concisely disseminate information in both written and verbal formats is required. The ability to independently resolve most problems encountered is essential.

Demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation, and problem solving.

Superb Microsoft Office skills (especially Excel and Outlook).